- Requirements -- the web pages output from the DAWKCo WebMAIL Extension should work well with any Internet Standards based web browser, regardless of operating system, that conforms to the following W3C (World-Wide Web Consortium) standards:
- HTML 4 (Hyper-Text Markup Language)
- CSS 2 (Cascading Style Sheets)
- MHTML (MIME Encapsulation of Aggregate Documents, such as HTML) required for viewing HTML formatted e-mail messages
That includes current web browser versions from Microsoft®, Netscape® and Qualcomm®, and online services such as AOL®, CompuServe®, MSN®, Prodigy® and others.
Password Inputs Note: with some web browsers, including Netscape Navigator v6, you must NOT "copy & paste" values into web form Password inputs. If you do, invalid input will be generated. Therefore, if you are using such a browser, you must type your password entries.
POP3 Compatibility: you may also access your e-mail using POP3 client software. For POP3 access, use any POP3 Protocol standards based e-mail client program. (E.g., Eudora®, Outlook®, Outlook Express, Netscape® Mail or Messenger, etc.)
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- WebMAIL Logon Page
- Renew Session -- click this link to reset the WebMAIL session expiration timer and reload the WebMAIL Logon web page.
Notes about Session Expiration: for security purposes, the web-based mailbox access sessions expire after a period of inactivity that exceeds a preset time delay--the Session Timeout value, which can range between 10 minutes and 60 minutes as set by your system administrator. If no actions are performed during a time period exceeding the preset Session Timeout value, the session expires and the user must logon to their mailbox again before any new tasks can be performed.
- Password -- click this link to go to the POP3/WebMAIL Password Changer Utility to change your POP3/WebMAIL mailbox Password.
- Help -- you're already here.
- Close -- click this link to quit and close the browser window.
Logon Procedure -- logon to your WebMAIL mailbox by entering your POP3 mailbox email address and POP3 password into the appropriate input fields of the "WebMAIL Logon" web page, and then click the "Logon to WebMAIL" button. See additional notes about the logon web page below.
- e-Mail Address -- you must enter your Full e-mail address here, with two exceptions--if the mailbox is in the same default local domain or FQDN (Fully Qualified Domain Name) as the mail server,
or if the mailbox is a "Free Signup" mailbox, then you may enter just your POP3 e-mail alias.
The POP3 e-mail alias is the username part that comes before the '@' symbol in your e-mail address.
For example, if the FQDN of the host machine that is running the POP3 Server is pop.company.com and your e-mail address is of the form
firstname.lastname@example.org, then you may just enter your e-mail alias for this input. If, however, your e-mail address is of the form
email@example.com, then you MUST enter the full e-mail address.
- Password -- enter your POP3/WebMAIL mailbox Password here. Your POP3/WebMAIL mailbox Password is the same password that you enter
for the "Incoming" (POP3) Mail Server in your other e-mail software Account settings.
See the Password Inputs Note above, and the List of Characters allowed in POP3 Passwords in the POP3 Password Changer Utility Help section titled "New POP3 Password".
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- WebMAIL Messaging -- after you logon to WebMAIL, you will arrive at your Inbox listing page. At the top of the page is the WebMail Message Tools Menu, below which is the User e-mail address (to the left) and the total number of Messages currently in the mailbox (to the right). Below that, you will either see a row-style listing of message headers with tool links, or a notice that there are currently no messages in your mailbox.
Mailbox Contents & Locking: WebMAIL sessions do not "lock" the mailbox in the same way that POP3 sessions do. WebMAIL will only lock the mailbox for the brief interval required to perform a specific action, such as listing, displaying for Read, Deleting, etc. Not only can new incoming messages change the contents of the mailbox in real-time, but if multiple users are accessing a particular mailbox using WebMAIL at the same time, the contents of the mailbox can also change from user actions, such as Delete and Save As Copy, etc. To update the Inbox listing at any time, click Refresh
WebMail Messaging Tools Menu
- New -- click this link to open a message composition window with a new blank message. For details about the multipurpose message composition window, please see Sending Messages below.
- Delete Marked -- click this link to delete all of the "marked" messages in a single batch. Batch deletes can save time when connecting over slower network links. Messages can be flagged, or "marked," for deletion in a batch by using the Mark For Deletion links contained in each message's row in the Inbox listing (or on a message's Read Message web page). After a batch delete, the Inbox listing will be updated and displayed from the top of the listing.
- Refresh -- click this link to update the Inbox listing with newly arrived messages. For further details, see the notes labeled Mailbox Contents & Locking and Notes about Session Expiration.
Options -- click this link to open the "WebMAIL Options: User Preferences" window where you can set options such as Inbox listing page size and sort order, as well as some preferred message composition settings. For details, see the subsection titled WebMAIL Options under the WebMAIL Utilities section.
- Password -- click this link to go to the POP3 Password Changer Utility to change your POP3/WebMAIL mailbox Password. For additional details, use the Help link from that utilities web page.
- Logoff -- click this link to invalidate your session credentials and terminate the WebMAIL session. This procedure is not strictly required, but increases the security of your mailbox in a shared computing environment. An additional security precaution one could take at the end of a WebMAIL session would be to close all browser windows that were used for WebMAIL.
- Help -- you're already here.
Your Inbox -- your Inbox listing contains a row-style listing of the "message headers" info for all of the messages in your mailbox. Each message header row contains a set of message tool links specific to that message for reading, replies, forwards and deletion. Below the WebMail messaging tools menu and above the message headers list, you will see the following:
- User: (E-Mail Address) -- displays the e-mail address of the mailbox you're logged into.
- (#) message(s) -- displays the total number of messages currently in your mailbox. See also the note above about Mailbox Contents & Locking.
- Previous (#) | Next (#) -- provides links for paging back and forth through your Inbox listing pages.
Headers List -- the list of message headers is displayed in pages--the number of message headers to be displayed per page can be set in Options--if there are more messages than the set page size, Previous (#) | Next (#) links will appear as appropriate for paging through the listing. The message headers list Sort Order can be set in Options for ascending or descending order by: Date, Size, From, To or Subject; .
For compact display, only a subset of each message's Internet message headers info is shown: From:, To:, Subj: (Subject), Sent: (date), Size: (in KB) and possibly a paper-clip icon to indicate that the message has attachments.
Message Tools -- the following tool links are provided for each message header listed:
- Read: click this link to go to the "Read Message" web page to view the contents of the message and possibly links to its attachments, if any. See the section about Viewing Messages for details.
- Reply: click this link to open a message composition window with a new Reply message pre-addressed to the sender of the original message and containing the original message data inserted into the subject and body text of the new message.
- Reply to All: click this link to open a message composition window with a new Reply message pre-addressed to the sender and all recipients of the original message, and with the original message data inserted into the subject and body text of the new message.
- Forward: click this link to open a message composition window with a new unaddressed Forward message containing the original message data inserted into the subject and body text of the new message, and that has an option (checkbox) enabled to attach the original message in its entirety, including all of its attachments.
- Mark For Deletion: click this link to add this message to a list of messages to be deleted in a batch operation. See the section about the Delete Marked WebMAIL Message Tools Menu link for more information.
- Delete: click this link to delete the message immediately. The Inbox listing will be updated and you will be returned to the same page, or as close to it (if the number of pages changes) as possible.
For details about the multipurpose message composition window, please see Compose Message Window below.
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Viewing Messages -- to view a message, and possibly its attachments if any, click a message's Read link in the Inbox listing. There are essentially two (2) versions of the "Read Message" web page--one for plain text messages and the other for HTML (HyperText Markup Language, or so-called Rich Text) messages. The appropriate page is displayed automatically according to the message format.
Read Message Tools Menu -- most of the Menu links at the top of the Read Message web page are the same as those at the top of the Inbox listing. However, two links that are not available in this context are: Delete Marked and Refresh. Instead, there is a link back to the Inbox.
- Message Tools -- with the exception of Read, the same Message Tools found in the Inbox listing message header rows are available within the message viewer:
Reply, Reply to All, Forward, Delete and Mark For Deletion.
- Headers -- all of the essential message headers are displayed: Importance:, Sensitivity:, Read Receipt Requested:, Sent: (date), From:, To:, Cc: and Subj: (Subject). Other headers and raw message source code are not displayed.
- Attachments: -- details about the nature of an attachment are provided to help you decide whether you want to "Download" the attachment (for viewing or to save it locally to view with a different application):
- Type: the MIME (Multipurpose Internet Mail Extensions) "Content-Type", a.k.a., media type of the attachment. The Content-Type consists of a type and a subtype of the form "type/subtype," for example, image/gif, or text/plain.
- Name: the name, or filename, of the attachment if there is one.
- Encoding: the MIME (Multipurpose Internet Mail Extensions) "Content-Transfer-Encoding" mechanism used to encode the attachment. See the Downloading Notes below for more info about how the DAWKCo WebMAIL implementaion handles attachment encodings.
- Size: the attachment size shown here is the encoded size. The decoded size will typically be smaller. For example, when Base64 encoded attachments are decoded, they are approximately three-fourths (3/4) the size of the encoded attachment. As WebMAIL decodes Base64 attachments before the download, the actual download size is (about 25%) smaller than the size shown here.
- Download -- click this link to open a downloading window. If the attachment can be viewed within the browser, such as with attached messages and some graphics images, etc., then the attachment will load into and appear within the new browser window. If the attachment cannot be viewed in the browser--i.e., the browser does not recognize the type of file or data, then you will be prompted to either Save the file to disk, or open it with a different application.
- Message: -- if the e-mail message body text is formatted as HTML, there will be an embedded frame window within the message viewing area for displaying the HTML content. Otherwise, the plain text of the message will appear in the regular message viewing area.
- Base64 encoded files (except S-MIME Encrypted Messages & Digital ID's) get decoded into their native format before download.
- This version of WebMAIL does not support decoding of Quoted-Printable encoded attachment files, or S-MIME Encrypted Messages & Digital ID's (a.k.a., Digital Signatures). Save encrypted messages, messages containing Digital ID's, and any files having "quoted-printable" encoding with a filename extension of ".eml" and then view them using Outlook Express or a similar e-mail client application.
- Some files cannot be viewed in your browser and must be saved and/or opened with a different application, or run as an application themselves.
- If a file cannot be viewed in your browser, note the Name and Type of the file and use that info if necessary when saving or opening the file.
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- Sending Messages -- all tool links for creating a message (New, Reply, Reply To All, Forward) will open a new instance of the multipurpose message composition window titled "Compose Message".
Compose Message Window -- depending on which link you clicked to create a message (New, Reply, Reply To All, Forward), and which WebMAIL Options you may have selected, some inputs may be pre-filled when this window opens. In any case, all inputs (except Sender) can be edited or reset, and the message can be discarded without sending by clicking "Cancel/Close." The only provision for saving a message is when you actually Send the message; otherwise, in other words, there is no way to save a so-called Draft of a message.
- Cancel/Close -- closes the message window without sending or saving the message.
- Help -- you're already here.
- Sender -- the Sender address is preset to the mailbox e-mail address and cannot be changed.
- Importance (Low | Normal | High) -- unless a different selection is made, the Importance field defaults to Normal, in which case the field is actually left out of the message header.
- Sensitivity (Normal | Personal | Private | Confidential) -- unless a different selection is made, the Sensitivity field defaults to Normal, in which case the field is actually left out of the message header.
- Request a Read Receipt -- click the checkbox image, or the text link, so that the checkbox is checked to include a "Disposition-Notification-To:" header field in the message. This is effectively a request for a reply from the recipient indicating that the message has been received/read. This setting can be preset via your WebMAIL Options.
- Address Fields -- you may either enter a recipient's address (or lists of recipients' addresses) directly into these fields, or click the address field name links to open a "Edit '(Field)' Address(es)" window for the associated field. The Edit '(Field)' Address(es) window contains an Address Book feature so that you can easily store and retrieve frequently used e-mail addresses and their associated display names for message addressing. The Edit '(Field)' Address(es) window also contains a form that makes it easier to create properly structured lists of recipients, and to add and remove recipients to/from the current list of recipients in the following message header fields:
- From... optional--may be a list of addresses. In some cases the author, or authors, of a message may be different than the Sender. In that case, enter the author(s) in the 'From:' field. If you leave the From field blank, the Sender address will be inserted into it before the message is sent.
- Reply-To... optional--single address only. If you want replies sent to an e-mail address that is different than the From address, enter it here. This setting can be preset via your WebMAIL Options.
- *To... required--may be a list of addresses. Enter the e-mail address(es) of the primary intended recipient(s).
- Cc... optional--may be a list of addresses. This is the so-called "Carbon Copy" field. Enter recipients who should receive an informational copy of the message.
- Bcc... optional--may be a list of addresses. The so-called "Blind Carbon Copy" field is similar to the 'Cc:' field in that the 'Bcc:' addressees will receive an informational copy of the message, but the 'Bcc:' recipients will not appear in any message headers on the receiving end.
For instructions on adding/removing addresses to/from the message fields, see the section covering Address Field Editing.
- Subject -- optionally enter a message subject, or a brief description of the message contents, of up to 989 characters in length.
- Attach #1 & #2 / Browse... -- these file input fields are for sending files from your local file system as attachments to a message. A file input field enables you to either browse the local file system for a file, or enter the local file path manually.
If this message is a Forward, Attach #1 will appear as a checkbox and text link labeled "Original Message With All Attachments." To forward the original message, with all its attachments, as an attachment to this message, click on the checkbox or the text link so that the checkbox is checked.
- Message Source: (Entry | File | URL) -- select an option as needed. To manually type your message, select Entry and type your message in the Entry Text input box. To insert the contents of a file (text/plain or text/html only) as the message body text, select File, and in the "or File" input field either browse the local file system for the file, or enter the local file path manually. To create a MHTML message from the contents of a web page, select URL and enter the URL (Uniform Resource Locator, a.k.a. web address) in the "or URL" input field.
- Format: (Plain | HTML | MHTML) -- select the format for the message: plain text, HTML (HyperText Markup Language) or MHTML (a.k.a. MIME HTML, or basically web page content as a message). Note that merely selecting HTML only provides minimal HTML formatting of the message; to create more sophisticated rich text style formatting, you must either manually create/edit the HTML script source code or use an HTML Editor/Generator program and either copy/paste the HTML script source code into the Entry Text input box, or select Message Source: File and provide the local path to the file. If you select MHTML, the Message Source must be URL and you must enter a URL (or web address) in the "or URL" input field. This setting can be preset to Plain or HTML via your WebMAIL Options.
- Entry Text -- the input box where you type your message when the Message Source selected is Entry.
- Reset Text -- click this link to clear the Entry Text input box.
- or File / Browse... -- a file input field to be used when you select Message Source: File.
- or URL -- an input for the URL (a.k.a. web address) of a web page that you want to use as the body text of a message. In order to use this field, Message Source must be URL and Format must be MHTML.
- Signature -- select a signature to be appended to the bottom of the message body text. This setting can be preset via your WebMAIL Options. To create, view and edit your own custom message signatures, click the Signatures link from the WebMAIL Options web page.
- Save a Copy -- to save a copy of this message in your Inbox when the message is sent, click the checkbox image or the text link so that the checkbox is checked.
- Send -- click this button to send the message and optionally save a copy of it in your Inbox.
- Reset -- click this button to clear all of the message form inputs.
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Address Field Editing -- only properly formed e-mail addresses, or address lists, per the Internet standards specified in RFC 822, etc., may be used in the message composition window address field inputs. To help simplify the input of properly structured e-mail addresses, a Edit '(Field)' Address(es) window containing an Address Book and other addressing assistance features is provided. For further details, see Edit '(Field)' Address(es) Window & Address Book below.
When entering addresses directly into the message composition window address fields, the following exact forms will be allowed for a single address:
and, any combination of the following exact forms, each separated with a single comma followed by a single space, will be allowed for multiple addresses, or lists:
"Some Display Name" <firstname.lastname@example.org>
...etc. Note that Display Names are separated from their associated e-mail address with a single space character.
email@example.com, <firstname.lastname@example.org>, "Name" <email@example.com>
You may either enter recipients' addresses directly in the message composition window, or click any field name links (From..., Reply-To..., To..., Cc..., Bcc...) to open Edit '(Field)' Address(es) windows for the corresponding fields, and to access your Address Book and use other addressing assistance features.
Edit '(Field)' Address(es) Window & Address Book
The following is an itemized description of the features and functions of the Edit '(Field)' Address(es) Window, including the Address Book:
- Apply -- click this link to apply the Current Field Recipients list displayed to the corresponding message field, update the Address Book if any changes were made to it, and close the window if no changes were made to the Address Book. If changes were made to the Address Book, a status message will be displayed regarding the update and you will be prompted to close the window.
- Clear -- click this link to Reset the form in the "Edit '(Field)' Address(es)" window and clear all of the text inputs. This action does not change the current contents of the Address Book; nor does it affect the corresponding message address field unless you subsequently click "Apply."
- Cancel -- click this link to cancel any changes made, close the window and return to the message composition window.
- Help -- you're already here.
Note: the following two text input boxes are used to input either new Address Book entries or new Current Field Recipients list entries.
- Display Name -- (optional) enter a name that will be displayed in place of, or in addition to, the recipient's e-mail address (as shown in receiving e-mail client applications). This can basically be anything you want, but would normally be either someone's name or their well known alias.
Note: in this implementation, the following characters will not be allowed in Display Names:
" \ , < >
- eMail Address -- (required) enter the recipient's e-mail address. The e-mail address entered will be associated with the Display Name entered, if any.
- Add to Book -- click this button, after entering an eMail Address and optional Display Name, to add this recipient's display name & e-mail address to the Address Book. The change in the Address Book will be displayed and usable immediately, but will not actually be stored permanently until you click Apply.
- Add Entered/Selected Item(s) to Recipients -- click this button to add either or both of the entered Display Name/eMail Address inputs, and all of the Address Book items currently selected, to the Current Field Recipients list.
Note: in the case of a "Reply-To" address field, which can only contain one entry, clicking this link will initiate the "Apply" function.
- Address Book -- select an address, or multiple addresses (by holding down the Ctrl key while clicking items), and then click the "Add Entered/Selected Item(s) To Recipients" button to add them to the Current Field Recipients list. For instructions on adding/removing addresses to/from the Address Book, see the topic headings "Add to Book" and "Remove".
- Remove -- click this button, after selecting an address, or multiple addresses, in the Address Book list, to remove addresses from the Address Book. (To select multiple entries, hold down the Ctrl key while clicking items.) The change(s) in the Address Book will be displayed and usable immediately, but will not actually be stored permanently until you click Apply.
For instructions on adding addresses to the Address Book, see the topic heading above titled "Add to Book".
- Current '(field)' Field Recipients -- this text area box will display the current field's recipients list being built/edited. When you first open a "Edit '(Field)' Address(es)" window, the Current '(field)' Field Recipients list will be populated with the address list from the corresponding address field in the message composition window.
- Remove Entry -- click this button to Remove an entry from the Current Field Recipients list after you either manually enter, or Copy & Paste, a single complete line from the Current Field Recipients list into the adjacent text input box.
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- WebMAIL Utilities
WebMAIL Options: User Preferences -- when you click the Options link from either the Inbox or Read Message web pages, the WebMAIL Options window opens where you can preset several WebMAIL features according to your needs.
Options Window Menu
- Signatures -- click this link to open the Message Signatures viewing and editing window. For more details, see Message Signatures.
- Reset -- click this link to reset the WebMAIL Options input form to the original settings for a new mailbox. The options reset will not take effect until you click Apply.
- Refresh -- click this link to update the WebMAIL Options window with recently added or changed Signatures.
Apply -- click this link to save your Options preferences and apply them to the WebMAIL configuration. The changes can be used immediately. To see changes in the Inbox listing settings, click Refresh at the Inbox page (or move from one Inbox listing page to another). Any new message presets will be used in message composition windows that are opened after you click Apply.
- Cancel -- click this link to cancel all changes and close the WebMAIL Options window.
- Help -- you're already here.
Options Preference Settings
- Inbox View
- Inbox Listing Page Size (text input) -- enter the number of message headers per page in the range between 7 and 127.
- Inbox Listing Sort Order (drop-down list) -- select either ascending or descending sort, ordered by message: Date, Size, From, To or Subject.
- Message Composition (The following settings can be overridden during message composition.)
- Automatically "Request a Read Receipt" (checkbox) -- check to preset a read receipt request in every outgoing message.
- Automatically fill "Reply-To:" Address (checkbox) -- check to automatically set the Reply-To address in all outgoing messages.
- Reply-To Address (text input) -- enter your preferred Reply-To address that will automatically be filled into every outgoing message whenever the "Automatically fill Reply-To: Address" option is set.
Note: the above Reply-To options are actually only needed when your Reply-To address is different than your WebMAIL mailbox address. You may enter the address in any standard format, including a display-name + e-mail address combination.
- Automatically select [Plain | HTML] format (radio button) -- select the Plain or HTML radio button to automatically set the format for all outgoing messages. Remember, if you select HTML, then you need to input well-formed HTML script source code in the message body in order to obtain a message with the proper appearance.
- Automatically select/insert Signature (checkbox) -- check to automatically append a preselected Signature to all outgoing messages.
- Preset Signature (drop-down list) -- select the Signature that will be appended to all outgoing messages whenever the "Automatically select/insert Signature" option is set. Note: the Signature format MUST match the message format (i.e., Plain or HTML).
Message Signatures -- message signatures are simply saved customized signature blocks of text to be appended to the bottom of an outgoing message. They typically contain items such as your: name, company name, address, phone, e-mail address, website address, or other contact info; or possibly proverbs or famous quotes--in essence, anything you like (up to 2 KB in length in this implementation). Click the Signatures link in the WebMAIL Options window to open the "Message Signatures" window and create, view, edit and save your own custom message signatures.
- Close -- click this link to close the message signatures window without any further actions performed.
- Help -- you're already here.
- Existing Signatures -- this section is provided for selecting existing message signatures to View/Edit and Delete.
- Signatures (drop-down list) select an existing signature to "View/Edit" or "Delete"
- View/Edit click this link to view and/or edit the currently selected signature in the drop-down Signatures list, within the "Signature Text" text area box below.
- Delete click this link to delete the currently selected signature in the drop-down Signatures list.
- Add or Update Signature -- this section is provided for creating new message signatures or viewing, editing and updating existing message signatures.
Note: the maximum size of message signature text allowed is limited to 2 KB. HTML formatting is NOT provided; i.e., for HTML signatures you must either type or paste your own well-formed HTML script source code text into the Signature Text text area input box in order to obtain a signature with the proper appearance.
- Signature Name (text input) enter a name, up to twenty (20) characters in length, to identify the message signature by. Note that "Plain Text" and "HTML" message signatures that otherwise contain the same content may be given the same name. Message signature names within the same format category (Plain or HTML) must be unique.
- Signature Text (text input) enter (manually type or paste) new message signature text, or view and edit existing message signature text. See the note above regarding HTML formatting.
- Save As [Plain Text | HTML] (radio button) select the format for the current message signature to be saved as. See the note above regarding HTML formatting.
- Add/Update click this link to save the currently displayed message signature with the entered name and in the selected format.
- Reset Form click this link to reset the form and clear all of the text inputs. This has no effect on existing signatures.
POP3 Password Changer Utility -- click the Password link on the WebMAIL Logon, Inbox listing, or Read Message web pages to go to the POP3 Password Changer Utility web page and change your POP3/WebMAIL mailbox Password. A Help link for the utility is provided on that page.